Attachment, Page1 

ADC 361 

Requirement for Exception Distribution of a Minimal Content SDR via E-mail 

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: Defense Logistics 

Management Standards Office (DLMSO), Ms. Ellen Hilert, Chair DoD SDR System 

Administrator, 703-767-0676; DSN 427-0676; or, E-Mail: Ellen.Hilert@dla.mil . 

2. FUNCTIONAL AREA: Supply/DoD WebSDR 

3. PROPOSED CHANGE: 

 a. Description of Change: This change documents the process for a new e-mail 

communication approach for low volume customers reporting supply discrepancies though a 

third party or otherwise lacking ability to receive encrypted SDR e-mail. This process will be 

available to users that report discrepancies via the DLA Customer Interaction Center (CIC), 

Army Non-Army Managed Item (NAMI) office, or other supporting activities, where the 

customer may not have an e-mail certificate registered at the Defense Automatic Addressing 

System Center. Beginning April 30, 2010, confirmation copies of SDRs and SDR replies sent 

via e-mail must be encrypted by DAASC to comply with Operation Security (OpSEC) 

requirements. In order to receive an encrypted e-mail, users must register their e-mail certificate 

associated with the e-mail address receiving the SDR. However, some customers report an SDR 

very infrequently and don’t have access to WebSDR or a Service SDR System which interfaces 

with DoD WebSDR. Although the CIC or other authorized party may enter the SDR on the 

customer’s behalf, the customer should still receive a confirmation copy and the SDR reply with 

resolution/disposition instructions via e-mail. Additionally, there may be other parties identified 

as distribution copy recipients on an SDR where the associated e-mail addresses were not 

previously registered. In these cases, it is not appropriate to withhold the SDR communication 

or delay processing pending registration. Instead, the SDR confirmation copies and replies will 

be sent unencrypted with minimal data content to eliminate the need for “For Official Use Only” 

designation. These unencrypted e-mails will include instructions for certificate registration and 

how to apply via a DoD WebSDR system authorization access request (SAAR) should the 

customer desire to have full access to the SDR data content. 

 b. Background: 

(1) SDRs prepared by DoD WebSDR have been designated “For Official Use Only” 

(FOUO) since 2006 and the encryption of FOUO e-mail has been required by DLA beginning in 

2008. The DLA Information Security Office reviewed WebSDR in March of 2009 and 

determined that SDRs meet OPSEC criteria for unclassified FOUO data and therefore require 

encryption. 

(2) DLA imposed an April 30, 2010 implementation date for DoD WebSDR encryption 

of all SDR email communications. Beginning in January, all WebSDR email messages directed 

to an email address without an associated certificate on file at DAAS, have included a 

notification of the certificate registration requirement with instructions for registration. 
Attachment, Page2 

 c. Procedures: 

(1) Subsequent to normal SDR processing and upon determination that an e-mail (vice 

transaction) is to be prepared for a specific SDR communication, DAASC will check to 

determine if the appropriate e-mail certificate has been registered. If not registered, a minimal 

content SDR report, confirmation, distribution copy, or reply, as applicable, will be prepared. 

The e-mail sent to the user will also provide information on how to get access to WebSDR and 

instructions on registering the e-mail certificate. 

(2) The minimal content information to appear on the SDR is identified below. Sample 

SDR e-mail with limited content is shown at Enclosure 1 and the Reply is at Enclosure 2. 

E-mail Content Implementation 

Notes 

Cross-Reference 

DLMS 842 A/W Supplement Location 

DoD WebSDR Report Control 

Number 

 2/REF01/0700/NN, REF02, 

REF03=WEBSDR 

Additional System SDR Control 

Numbers (includes system 

identification and value) 

Include all applicable 2/REF01/0700/NN, REF 02, 

REF03=<system name 

Customer-Assigned Control 

Number 

 2/REF01/0700/F8, REF02 

Document Number/Suffix 2/REF01/0700/TN, REF02 

2/REF04/0700/W8, REF04 

Contract Number 2/0750/CS01 

Transportation Control Number 2/REF01/0700/TG, REF02 

Date of Preparation 2/DTM01/0600/947 or 177 or 328 or 868, or 

881 or 909 (as applicable), DTM02 

SDR Document Type Code Code only, no text 

explanation 

2/LQ01/1050/D, LQ02 

DRMS SDR Type Code Code only, no text 

explanation 

2/LQ01/1050/ST, LQ02 

Discrepancy Code(s) Up to three codes - 

Code only, no text 

explanation 

2/LQ01/3340/HA, LQ02 

SDR Action Code Code only, no text 

explanation 

2/LQ01/1050/HB, LQ02 

SDR Submitter (Activity From) Code only, no text 

address 

1/N101/1200/41 or ZS (as applicable), 

N103=<DoDAAC> or <RIC>, N106=FR 

Action Activity (Activity To) Code only, no text 

address 

1/N101/1200/ZD /, N103=<DoDAAC> or 

<RIC>, N106=TO 

SDR Point of Contact 

 Name 

 Commercial Phone or DSN 

 Email 

 1/PER/1700 where 1/N101/1200/41 or ZS, 

1/PER01/1700/PU or CB or PI or RQ or FC 

or SM or SE (as applicable), PER02 

PER03/TE or AU, PER04 

PER03/EM, PER04 

(may be mapped at 2/PER01/3300/PU) 
Attachment, Page3 

Attachment /Off-line Flag Notice that attachment 

is available or off line 

information provided 

2/PWK01/AE or R6 

(3) Data elements on SDR Reply are identified below: 

 

4. REASON FOR CHANGE: Prevents disruption of SDR business processing for customers 

lacking a registered email certificate. There are several scenarios where email certificates may 

not be on file. This exchange of minimal content SDRS supports DoD requirements to 

E-mail Content Implementation 

Notes 

Cross-Reference 

DLMS 842 A/R Supplement Location 

DoD WebSDR Report Control 

Number 

 2/REF01/0700/NN, REF02 

REF03=WebSDR 

Additional System SDR Control 

Numbers (includes system 

identification and value) 

Include all applicable 2/REF01/0700/NN, REF02, REF03=<system 

name 

Original Reference Number 2/REF01/0700/F8, REF02 

Document Number/Suffix 2REF01/0700/TN, REF02 

2REF04/0700/W8, REF04 

Contract Number 2/0750/CS01 

Transportation Control Number 2/REF01/077/TG, REF02 

Reply Date 2/DTM01/0600/975, DTM02 

SDR Document Type Code Code only, no text 

explanation 

2/LQ01/1050/D, LQ02 

DRMS SDR Type Code Code only, no text 

explanation 

2/LQ01/1050/ST, LQ02 

Reply Disposition Code (s) Up to three codes, 

include text 

explanation 

2/LQ01/4650/HD, LQ02 

Action Activity (Activity From) Code only, no text 

address 

1/N101/1200/91 or ZS (as applicable), 

N103=<DoDAAC> or<RIC>, N106=FR 

SDR Submitter (Activity To) Code only, no text 

address 

1N101/1200/ZD, N103=<DoDAAC> or <RIC, 

N106=TO 

Comments/Remarks 2/NTE01//3500/AES, NTE02 

Reply POC 

 Name 

 Commercial Phone or DSN 

 Email 

 1/PER/1700 where 1/N101=91 

1/PER01/1700/RZ or SE (as applicable), 

PER02 

PER03=TE or AU, PER04 

PER03=EM, PER04 

Attachment /Off-line Flag Notice that 

attachment is 

available or off line 

information provided 

2/PWK01/AE or R6 
Attachment, Page4 

disseminate SDRs. The change removes detailed shipment information from the SDR email 

such as clear text addresses for submitter/ship-to locations and applicable materiel identification 

and characteristics. 

5. ADVANTAGES AND DISADVANTAGES: 

 a. Advantages: Allows for the compliance with OPSEC requirements while allowing 

SDR email communication to continue. Allows users who don’t need access to the DoD 

WebSDR application to receive their distribution and reply copies with minimal data in order for 

them to work the SDR. 

b. Disadvantages: Limited content may not be adequate for some purposes. 

6. Impact: 

 a. DLMS Transactions/Data Content: No changes to DLMS transactions or data 

elements are associated with this change. 

b. DAASC Changes: DAASC will need to make changes to the program that produces 

the e-mail SDR and SDR Reply. 

 c. Implementation: This change must be implemented April 30, 2010 to coincide with 

full implementation of the encryption requirement. 

7. Comment Resolution: 

a. DLMSO comments: Only approximately 23% of SDRs can be encrypted currently 

because of the lack of certificate registration by the recipient. All email SDRs currently sent 

without encryption include a note informing the recipient of certificate registration 

requirements/instructions, however most of the major group/generic accounts have not yet 

registered. DLMSO anticipates a level of dissatisfaction with this modified SDR process 

following the April 30, 2010 cut-off date for encryption. Encrypted email can be difficult to 

work with. Capability to forward multiple encrypted attachments on a single message does not 

exist. Registration of group/generic email accounts requires some effort and help desk support. 

Our initial experience has shown that individual Component systems may not always handle the 

exchange of encrypted messages well. 

b. Component responses to staffing: 

Component Comment/Concurrence DLMSO Response 

1 USAF Concur 

2 DLA Concur 

3 DLA DES-S Concur 6 

4 USTRANSCOM Abstains 

5 Non-Army Managed Email Content Enclosure 1: (1) What is In principal, DLMSO agrees that 
Attachment, Page5 

Items (NAMI) 

Product Support 

Integration 

Directorate 

(PSID) U.S. Army 

TACOM 

DRMS SDR Type Code? (2) There is no 

comments/remarks content on Enclosure 

1 as there is on Enclosure 2 (Reply 

SDR). If a Discrepancy Code Z1 and/or 

Action Code Z1 is used by the 

customer, the minimal content SDR 

without comments/remarks will be of no 

use 

to the recipient(s). With no explanation 

of the discrepancies, the customers 

will be unable to work the SDRs. 

submitter comments are essential to 

ensuring correct understanding of the 

reported discrepancy. However, 

DLMSO cannot at this time include 

submitter remarks in an unencrypted 

email due to the common practice of 

reiterating the NSN and other types of 

information that might be lead to an 

operational security risk. Therefore, 

comments will only be available in the 

full content, encrypted SDR, 

transactional exchanges, and by query 

from the DoD WebSDR. DLMSO 

recommends that DoD Action 

Activities register their email 

certificates prior to the cut-off date for 

SDR encryption. 

6 DMLSS Program, 

JMFLDC 

Concur 
Enclosure 1, Page 1 

Enclosure 1 – Minimal Content SDR Email Message Sample1

 

IMPORTANT NOTICE!!!!!!! 

ATTENTION: If you are reading this message you received a clear text minimal content SDR. Certain data elements have 

been removed so that the SDR is no long considered “For Official Use Only” (FOUO) and does not require encryption. DLA 

procedures require SDR e-mail, with full content to be sent encrypted per DLA CERT Tasking 2008-T146 Digital Signature 

and Encryption Implementation/CTO 07-15. This applies to all Military Services/Agencies and others receiving e-mail from 

DoD WebSDR. If you would like to receive full content SDRs you must register the e-mail certificate associated with the email address receiving this SDR. 

To register your Email CERT, visit: https://www.daas.dla.mil/commonsmime/menu.asp ( if requested to select your 

certificate prior to connection, remember to select your e-mail certificate from the pop-up window in order to connect to 

DAAS) Remember to close all web browsers prior to going to registration link and also close all browsers after successful 

registration. 

If you do not have an approved SAR and require access to DoD WebSDR, e.g. for direct input of SDR, visit: 

https://www.daas.dla.mil, Request Login ID and Password, Click Accept twice, Click WebSDR, complete and submit form. 

You will have full visibility of SDR content once your DoD WebSDR access is authorized. 

Customers may contact the DAASC Help Desk for assistance with access to our web sites at telephone 937-656-3247. 

Typically the DAASC Help Desk will contact the system administrators for certificate issues they can’t resolve. 

*********************** UNCLASSIFIED *************************** 

- THIS IS A MINIMAL CONTENT SUPPLY DISCREPANCY REPORT (SDR) - 

*** DO NOT SEND RETURN EMAIL TO THE DODSDR MAILBOX *** 

ALL COMMUNICATIONS REGARDING SDRS SHOULD BE DIRECTED TO THE PARTIES IDENTIFIED BELOW 

TRAINING ON THE DOD WEBSDR IS AVAILABLE AT: 

http://www.dla.mil/j-6/dlmso/eapplications/training/training.asp (SELECT SDR TRAINING) 

---------------------------------------------------------------------------- 

DOD WEB SDR NUMBER: 20100280177 

OTHER CONTROL NUMBER(S) 

 DLA – EBS: 200858944 

 CUSTOMER DEFINED: 12345678901234 

 

DOCUMENT NUMBER: WK4F8Q93210030 

TRANSPORTATION CONTROL NUMBER: WK4F8Q93210030XXX 

DATE OF PREPARATION: JAN 28 2010 

----- DISCREPANCY CODE(S) -------------------------------------------------- 

 DISCREPANCY CODE #1: W2 

-----ACTION CODE: 2A 

 

1

 Actual verbiage for the information notice above the SDR content will differ slightly when finalized. 
Enclosure 1, Page 2 

----- SDR ACTION ACTIVITY INFORMATION -------------------------------------- 

 RIC: AEJ 

----- SDR INITIATOR ACTIVITY INFORMATION ----------------------------------- 

 DODAAC: WK4F8Q 

----- INITIATOR POINT OF CONTACT INFORMATION ---------------------------- 

 NAME: JOHN DOE 

 EMAIL ADDRESS: John.Doe@USArmy.MIL 

 PHONE NUMBER: 613-424-8725 

 DSN NUMBER: 484-8725 
Enclosure 2, Page 1 

Enclosure 2 – Minimal Content SDR Reply Email Message Sample2

 

IMPORTANT NOTICE!!!!!!! 

ATTENTION: If you are reading this message you received a clear text limited content SDR Reply. Certain data 

elements have been removed so that the SDR is no long considered “For Official Use Only” (FOUO) and does not 

require encryption. DLA procedures require SDR e-mail, with full content to be sent encrypted per DLA CERT 

Tasking 2008-T146 Digital Signature and Encryption Implementation/CTO 07-15. This applies to all Military 

Services/Agencies and others receiving e-mail from DoD WebSDR. If you would like to receive full content SDRs 

you must register the e-mail certificate associated with the e-mail address receiving this SDR. 

To register your Email CERT, visit: https://www.daas.dla.mil/common/smime/menu.asp ( if requested to select 

your certificate prior to connection, remember to select your e-mail certificate from the pop-up window in order to 

connect to DAAS) Remember to close all web browsers prior to going to registration link and also close all 

browsers after successful registration. 

If you do not have an approved SAR and require access to DoD WebSDR, e.g. for direct input of SDR, visit: 

https://www.daas.dla.mil, Request Login ID and Password, Click Accept twice, Click WebSDR, complete and 

submit form. You will have full visibility of SDR content once your DoD WebSDR access is authorized. 

Customers may contact the DAASC Help Desk for assistance with access to our web sites at telephone 937-656-

3247. Typically the DAASC Help Desk will contact the system administrators for certificate issues they can’t 

resolve. 

**************************** UNCLASSIFIED *************************** 

- THIS IS A MINIMAL CONTENT SUPPLY DISCREPANCY REPORT (SDR) - 

*** DO NOT SEND RETURN EMAIL TO THE DODSDR MAILBOX *** 

ALL COMMUNICATIONS REGARDING SDRS SHOULD BE DIRECTED TO 

THE PARTIES IDENTIFIED BELOW. 

TRAINING ON THE DOD WEBSDR IS AVAILABLE AT: 

http://www.dla.mil/j-6/dlmso/eapplications/training/training.asp (SELECT SDR TRAINING) 

------------------------------------------------------------- 

DOD WEB SDR NUMBER: 20100280177 

OTHER CONTROL NUMBER(S) 

 DLA – EBS: 200858944 

 CUSTOMER DEFINED: 12345678901234 

 

DOCUMENT NUMBER: WK4F8Q93210030 

TRANSPORTATION CONTROL NUMBER: WK4F8Q93210030XXX 

RESPONSE DATE: JAN 27 2010 

------ DISPOSITION STATUS CODE: 101 - CREDIT AUTHORIZED 

----- REPLYING ACTIVITY INFORMATION ---------------------------------------- 

 RIC: SMS (VIA DLA EBS) 

 

2

 Actual verbiage for the information notice above the SDR Reply content will differ slightly when finalized. 
Enclosure 2, Page 2 

-----SDR INITIATOR ACTIVITY INFORMATION--------- 

 RIC: SEE 

----- SDR REPLY REMARKS/COMMENTS ------------------------------------------- 

CREDIT IS AUTHORIZED. RETURN WRONG ITEM TO DDJC 

----- REPLY POINT OF CONTACT INFORMATION ----------------------------------- 

 NAME: JOHN DOE 

 EMAIL ADDRESS: JOHN DOE@DLA.MIL

 PHONE NUMBER: 542-323-8976